User Reference Guide Module 2 Requisition Creator

Transcription

1 BearBuy User Reference Guide Module 2 Requisition Creator Version /04/2013 University of California, Berkeley bearbuy.berkeley.edu

2 Version 9.0 4/4/2013 Module 2 Page 2

3 Table of Contents 2.0 BearBuy Business Process Overview... 4 BearBuy Department Functions/Roles... 4 High Level Business Process Requisition Creator BearBuy Forms About Authorization and Approval Authorization Cart Authorizers Additional Authorizers Chartfield Authorizers Approval Self Approvals Requisition Approval Specialty Approval Voucher Approval Exercises Navigating on the Homepage Shopping and Forms Exercise Exercise Exercise Processing a Request Exercise Exercise Exercise Exercise Exercise Training and Support Version 9.0 4/4/2013 Module 2 Page 3

4 2.0. BearBuy Business Process Overview Departmental Functions and Roles in BearBuy Descriptions A BearBuy function is position that is not set up via the System Access Request Application (SARA) or through BFS Profile Management A BearBuy role is set up in the BearBuy system and invoked automatically in workflow. A role can be changed through BFS Profile Management. Requisition Creator ROLE: to prepare Cart/Requisition Knows the department s procurement processes. Can shop for a department. Receives assigned / submitted Carts from Shoppers. Can edit the Cart before submitting it into Requisition workflow. Enters the appropriate Chart String(s) and other essential information. Confirms all Requisition information is accurate, complete and complies with policy and funding requirements. Cart Authorizer /Additional Authorizer / Chartfield 1& 2 Authorizer: to authorize purchase Cart Authorizer A Shopper can route a Cart to multiple Shoppers for review. When a Shopping Cart is routed to another Shopper (e.g., a program manager) for authorization or review before creation of the requisition, this Shopper is referred to as the Cart Authorizer. Anyone can be assigned a Cart, and this is a function not an actual role, therefore, the role is not set up through the System Access Request Applicatio (SARA). Additional Authorizer FUNCTION As assigned in SARA according to the departments s selected workflow, reviews Requisition for appropriateness, accuracy, and possibly chartstring assignment. Requisitions can be routed to Additional Authorizers (up to 2) on an ad hoc basis, based on department's needs. Additional Authorizers are often Principal Investigators. Chartfield 1 & 2 Authorizer ROLE Requisitions can be routed to Authorizers assigned to Chartfield 1 (used by Capital Projects, Facilities Services) & 2 (used mostly by Research units) BFS chart string attributes. Unlike the Additional Authorizer, workflow will systematically route to Chartfield 1 & 2 Authorizers if the unit assigns these authorizers in BFS. Requisition Org Node Approver ROLE: to approve purchase Confirms all Requisition (order) information is accurate, complete and complies with the policy and funding requirements. Approves Requisition. Version 9.0 4/4/2013 Module 2 Page 4

5 Receiver FUNCTION: to receive products/services in BearBuy Acknowledges receipt of goods and services in BearBuy and attaches packing slips or other relevant documents. This record will be tied to the PO & invoice. Recording receipt in BearBuy is a best practice. Note: It is also recommended that the unit take action to make sure that the product is functional (acceptable) before approving it for payment. Voucher Approver ROLE: to review and approve voucher Approves vouchers to release payment to the vendor. Approves the clearing of match exceptions, once errors have been resolved by Match Exception Preparer. Match Exception Preparer ROLE: to correct match exception errors Researches and processes the clearing of exceptions when the Invoice and Purchase Order do not match. When appropriate, works with the vendor to correct erroneous invoices. Works with individuals in their unit to document the root cause and resolution of an exception, including adding any relevant comments and attaching documentation to confirm the goods or services were needed. Users with this role are included in the Voucher approval process when an invoice exceeds the matching tolerances set in BearBuy. Match Exception Approver ROLE: to approve Requisitions revised by Match Exception Preparers. (see Voucher Approver Role above) The Voucher Approver also holds this role. Confirms all corrected Requisition (order) information is accurate, complete and complies with the policy and funding requirements. Approves revised Requisition. Change Order Preparer ROLE: to resolve errors and revise Purchase Orders to correct errors Researches reasons for Purchase Order not processing Corrects errors on Purchase Order so it can correctly be processed. Version 9.0 4/4/2013 Module 2 Page 5

6 High Level Business Process The High Level Business process shows each of the major steps that are performed in the end to end process from shopping through review, authorization, approval, ordering, receiving, invoice processing, exception management and voucher approval. Version 9.0 4/4/2013 Module 2 Page 6

7 2.1. Requisition Creator Shopper Requisition Creator Overview Requisition Creators know procurement practices and policies which apply to the requisitions they process, depending on the type of commodity or service. They must also learn the unit/department s selected workflow. They must confirm that all Requisition (order) information is accurate, complete and complies with the relevant policy and funding requirements. They must also use BearBuy to communicate with other users involved in unit workflow through internal notes, history, comments, and attachments. They must include appropriate or special instructions in external notes to Suppliers which are enabled to receive external notes. Org Node assignments link Requisition Creators to specific worklists for queue management and approval purposes. Tasks Shopping and Cart Management Shopping and creating a Requisition without a Shopper being involved. Receiving a Cart assigned by a Shopper or receiving a Cart submitted by a Shopper or Cart Authorizer. Available Actions in BearBuy include: Access Carts in the Carts tab or in the Worklist tab based on Org Node Approve/Deny Return or Return to the Submitter (person who submitted the Cart) Edit taxable flag Edit Asset Management information Edit items and form contents View/add comments, history, notes, and attachments Return Cart to Shopper, if assigned or to Worklist, if submitted to them Version 9.0 4/4/2013 Module 2 Page 7

8 Responsibilities: Data Privacy UC Berkeley policy is requires strict access control over personally identified information (PII) that contains an individual's name or initials combined with a social security number, credit card number, driver's license or state identification card number, any type of medical or medical insurance information, or any personal financial account number. We refer to this set of PII as "notice triggering data." Any unauthorized access to notice triggering data requires us to notify the state and the individual, and subjects us to serious financial penalties and lawsuits. No document with visible notice triggering data in any electronic system (including BearBuy) may be electronically stored or transmitted without the prior approval of the UC Berkeley Privacy Office. An individual s home address and family information also require restricted access control. Before uploading any documentation, redact any sensitive and PII information so that it is unreadable on any documents attached to the Requisition being processing. For more information on how to protect individual privacy and notice triggering data, please contact itpolicy@berkeley.edu. Managing Carts and Using Submit or Assign Learn how your unit(s) have informed Shoppers about the unit s approach to managing Carts and whether the Shopper assigns or submits the Cart. Requisition Quality Edit all aspects of the requisition, including both the Catalog and Form items prior to approval. Ensure line item descriptions are specific and detailed enough to properly describe the transaction. o (For instance, do not enter CATERING ; rather enter Catering services for XYZ Conference.) o Clicking Buyer intervention if they determine Buyer involvement is needed when the purchase would not normally route to the Buyer through the workflow. o Checking the Bill To and Ship To address and editing them, if necessary. Also, adding a Final Destination address if a more specific delivery location is needed. As a best practice, keep items using Forms, in a separate cart from other items. Putting forms in their own carts prevents other items from being slowed down in the workflow process. Version 9.0 4/4/2013 Module 2 Page 8

9 Accounting Codes Learn the department / unit approach to conveying funding information on the Cart. Enter or validate the appropriate Chartfield and other essential funding information, including unit specific SpeedTypes. Enter the most appropriate Account code for each line item. For more information go to the Chart of Accounts training materials. Learn whether your unit has set up your User Profile in BFS Profile Management to default to specific Org Node(s), Speedtypes, Fund, Department, Chartfield1 and Chartfield2, and Ship To (among others). Setting up default values can make the submit routing method easier (i.e. values don t need to be selected). Necessary Documentation Ensure that the Requisition complies with the requirements set forth by the funding agency by reviewing and completing the Notes, Comments or Attachments. EXAMPLE: Equipment purchase 1) Determine that no like kind equipment exists on campus and include this statement in the BearBuy Notes or Comments. 2) Verify that agency approval has been granted to purchase the equipment and include a statement like (name of agency) approval has been granted to purchase the (name or type of equipment) equipment. 3) Include a statement indicating whether the University or the Agency has title to the equipment. FORMS: include all of the necessary documentation in compliance with procedures/policies. EXAMPLE: After the fact Form instructions refer to specific policies and documents. The BearBuy Forms section in this guide includes a section for each form about additional documentation requirements. You can also review the Forms Guide on the Purchasing Tools webpage. Include Price Reasonableness and Supplier Selection documentation to comply with procedures. Confirm that required Verification of Insurance for Service related Requisitions under $5,000 is included. o Attach the insurance certificate to the Requisition as an internal attachment, noting the UC Regents as additional insured. o Additional information on Insurance Requirements is available at then click on Guidelines for Insurance Certificates. Version 9.0 4/4/2013 Module 2 Page 9

10 Self Approval Threshold Policy states that Requisition Creators can purchase items less than $1,000 without additional approval in order to speed the procurement cycle. Purchases greater than this self approval limit require a Requisition Approver (Step 5 in the workflow) based on the Org Node. Org Node approvers are established in BFS. Exceptions to the Self Approval Thresholds are orders for Services, Subwards, Payment Request and After the fact POs all of these will require Requisition Org Node Approval. Order Communication At times, the supplier may communicate directly to the Requisition Creator with questions / status related to the PO. Requisition Creators should use BearBuy to document these comments, by using the Notes, Comment or Attachment features. Tax Calculations BearBuy PO vs. BFS PO Value BearBuy will have items marked as taxable, but BFS will apply the correct tax calculation. The BFS tax value will not be shown in BearBuy. For instance, if a department approved a Requisition for $4,999, when a tax rate of 8% is applied in BFS, the value will be $ Be aware of this difference when managing POs and running BAIRS reports on BearBuy POs in BFS. BearBuy PO BFS PO Shipping The ShipTo Address is the place to which the purchased goods will be sent by the vendor. If a department has central receiving the goods will be sent to the ShipTo Address Code by the vendor. The order will then be internally redirected by UC Berkeley Central Distribution and delivered to the Final Destination Code. The Requisition Creator should know whether or not the units for which it has responsibility have central receiving. The Final Destination Code is used internally at UC Berkeley for departments that have central receiving. The Requisition Creator should be familiar with any destination codes used by the units for which the Req Creator is creating requisitions. Version 9.0 4/4/2013 Module 2 Page 10

11 2.2. BearBuy Forms BearBuy Forms allow for types of purchases that are not provided by Catalog Suppliers. Requisition Creators must be aware that certain types of Forms will require additional Org Node approval. When a Form requires Org Node approval, the approval will be required for both the Requisition and the Voucher. Form Name Proper Usage Requires Org Node Approval? After the Fact PO Amount Only Independent Contractor and Consultant Services To pay for goods/services for which a purchase order has not previously been completed. To request 'amount only' purchases for services and tangible goods that need to appear on the same PO. To request personal/ professional/ independent contractor or consulting services. Yes Yes Yes Practices and / or Policy Apply? Yes see form Yes see form Yes see form Moving Services: Household and Personal Effects Non Catalog Form Off Campus Events Payment Request Form Service Order Sole Source Subaward UC Recipient Subaward Nnn UC Recipient Temporary Staffing Request Vehicle Charter Request To request moves for new campus hires. The relocation move can involve the move of the new hire s household, office, and/or laboratory. To request goods not found in a BearBuy catalog from contracted and other suppliers. To reserve off campus rental space for your department's event when meals or guest rooms are included. To use for activities not requiring a Purchase Order. Each activity has different documentation requirements which must be attached. To request amount only purchase requests for services. To create a purchase order where the dollar amount exceeds $10,000 when using nonfederal funds or $5,000 when using federal funds, and competitive bidding is unavailable. To issue subaward payments to other UC institutions. To issue subaward payments to non UC institutions. To request temporary staffing using our strategically sourced contracts, for: Clerical, Food Services, IT Services, Light Industrial, or Trade services. To purchase vehicle charter services with strategically sourced suppliers. Yes No No Yes Yes No Yes Yes No No Yes see form Will depend on type of purchase Yes see form Yes see form Will depend on purchase type Yes see form Yes see form Yes see form Yes see form Yes see form Version 9.0 4/4/2013 Module 2 Page 11

12 Quick Notes on Forms Left Navigation Section Important information will be included in the left navigation bar of all of the forms with sections on: When to Use the Form Form Instructions Policy Guidelines Completing the Form You must complete all of the sections with bolded headers Click on the Question Mark icon in the upper right hand corner of each section of the form. It provides you with information to correctly complete the form. Include documents as needed in the Internal and External Attachment sections. Include as internal attachments, documents as required by the Unit and University policy for the purchase Include as external attachments only those documents that need to be sent to the supplier. Note the Health and Safety checkboxes which we will discuss in Exercise 2. For more on Forms, review job aids on the BearHuy Training site at Version 9.0 4/4/2013 Module 2 Page 12

13 2.3. About Authorization and Approval Requisition Creator Authorization &Org Node Approver(s) Authorizations Authorizatons can be set up by Department/Units in BearBuy to allow the department/unit to have more control per transaction or transaction type according to the Department/Unit s approach. Types 1. Cart Authorizer 2. Additional Authorizer can either be set by the unit workflow approach or systematically through Profile Management. 3. Chartfield 1/Chartfield 2 Authorizer 1. Cart Authorizers When a department/unit has its Shoppers assign Carts to another Shopper (like a supervisor or program manager) for authorization before the Cart is submitted and becomes a Requisition, the person receiving the Cart for review is a called a Cart Authorizer.. See Section Additional Authorizers Authorization &Org Node Approver(s) These authorization functions provide flexibility to accommodate departmental business needs. Your unit / department may determine that no Additional Authorizer steps are necessary. Why add an Additional Authorizer? To establish more control for: o Purchases under the self approval threshold o Certain types of transactions Two additional Authorizer functions can be set up: As the Requisition Creator.chooses (ad hoc depending on the situation) In the User s BFS profile Your department will need to orient Requisition Creators on how and when to assign Carts to Cart Authorizers in order to comply with your department/unit workflow. Version 9.0 4/4/2013 Module 2 Page 13

14 Considerations for Additional Authorizers Cannot make changes to the Requisition. Cannot be assigned the role in SARA. The list of Additional Authorizers in BearBuy is a collection of all Approvers, Req Creators, PIs from the Fund in BFS and Chartfield1 and Chartfield2 listed approvers. Assignment based on unit s approach, not how org node set up. A list of Additional Authorizers can be provided to the user s profile via BFS Profile Managemen 3. Chartfield Authorizers Authorization &Org Node Approver(s) Chartfield 1 and Chartfield 2 Authorizer options provide a systematic approval prior to the required Org Node approval by the Requisition Org Node Approver. The maintenance of these approver(s) is set up in BFS Profile Management. Considerations Set up in BFS to the individual Chartfield. Cannot make changes to the Requisition. BearBuy will route every requisition with a Chartfield 1 & 2 value that for which an Authorizer has been assigned. Approvals Approval options have been built into BearBuy to allow the unit to establish more control per transaction or type of transaction and to meet business requirements. Types 1. Self Approval 2. Requisition Org Node Approver 3. Specialty Approval 4. Voucher Approver 1. Self Approval Authorization &Org Node Approver(s) Policy states that Requisition Creators can purchase items less than $1,000 without additional approval in order to speed the procurement cycle. Purchases greater than this self approval limit require a Requisition Approver (Step 5) based on the Org Node. Org Node approvers are established in BFS. Exceptions to the Self Approval Thresholds are orders for Services, Subwards, Payment Request and After the fact POs all of these will require Requisition Org Node Approval. Version 9.0 4/4/2013 Module 2 Page 14

15 2. Requisition Approval Authorization &Org Node Approver(s) Overview Requisition Approval is a mandatory activity for all Requisitions over the $1000 self approval threshold, regardless if any authorization activities previously performed in the Additional Authorizer 1 & 2 or Chartfield Authorizer 1 & 2 steps. Org Node assignments identify which Requisition Approver(s) the Requisition will be routed. One or more Requisition Approvers are associated with each Org Node. The relationship is configured in BFS. Requisition Approval means that funds are available; the Requisition is in compliance with policies and procedures as outlined in the Requisition Creator responsibilities on page Error! Bookmark not defined.. Specialty Approval 3. Specialty Approval EH&S Approval Occurs in workflow after Org Node approval when an item(s) in the Requisition meets certain criteria that require EH&S review as provided by EH&S including Select Agents, Radioactive items, EH&S Review and a range of CAS# s (see link for more details on CAS#). Triggered under the following conditions: o CAS # = See EH&S website. o Product Flag = Radioactive, EHS Review, Select Agent IST Approval Occurs in workflow after Org Node approval when an item(s) in the Requisition meet the criteria that require IST review, which includes certain IT Hardware and IT Software commodities at or exceeding $100K. Active if the Requisition line item Commodity Code contains any of , , , , , , , , and the Item Value is over $100K. Risk Services Approval Occurs in workflow after Org Node approval when an Off Site Facility Rental form is part of a Requisition. o Facility Rental Form Under $50,000 goes to Risk Services Review. o Facility Rental Form Over $50,000 goes to Risk Services Review, then to Purchasing Supervisor(s). Controlled Substances Controlled Substance Buyer review triggered under the following conditions: o For Catalog items that have been marked with the Controlled Substance flag. o For Non Catalog form items for which the Controlled Substance checkbox has been checked. Version 9.0 4/4/2013 Module 2 Page 15

16 4. Voucher Approval Occurs in workflow after Voucher Creator creates voucher. Releases payment of voucher as appropriate. Also responsible for approving Match Exception Preparer s resolutions of Match Exceptions for release of payment. Version 9.0 4/4/2013 Module 2 Page 16

17 2.4 Exercises Before we begin the exercises, let s look at the BearBuy Homepage and how to navigate through it. To access the site: Open the Class Folder. Click Training folder. Click on Login to BearBuy Training file. For your reference after this session, see the Navigating job aids section available on the BearBuy training site. Version 9.0 4/4/2013 Module 2 Page 17

18 Exercise 1 Complete the following exercise to shop using Hosted catalog items and Punch out items. Note how the funding and default information is shown to Shoppers. In this example we will Assign the Cart to a Requisition Creator. Step 1. Login to BearBuy as a Shopper: trainshop#, (i.e. trainshop1) in all lower case. 2. Search for electrical wire by typing electrical wire into the simple search bar. Click Go. Notes Use the Shopper username provided to you by the instructor Note: Vendors that provide free shipping are noted in the results 3. Find the By Manufacturer Name filter on the left side of the screen, click the more link, and select Arcor Electronic Company to filter within your results. 4. Find the item with part number S4828A in the search results. Add a QTY of 6 to your cart. Click Add to Cart button. Notice Cart name & price upper right corner of window. 5. In the Shop simple search bar, search for Electrical Cable sign Additional filters include: By Supplier, By Category, by Manufacturer Name, by Packaging UOM, by Result Type, and Other matches. Note: If this item has been marked as a favorite a quantity will be saved also. Make sure you update the quantity. 6. Using the filters on the left, under the By Category filter, Select Radioactive warning tape. 7. Find the item with part number and add a QTY of 10 to your cart. Click Add to Cart button. 8. Go back to the BearBuy homepage by clicking on the BearBuy logo. 9. Scroll down the home page to the Punch out catalog vendors and click on Grainger. 10. Search at the top right of the page for simple green Version 9.0 4/4/2013 Module 2 Page 18

19 Step general purpose: a. Find Simple Green General Purpose Cleaner, Bottle PK 2 (Grainger Item# 2GVN6). b. Change Qty to 2 and click Notes c. Then click d. On the Requisition Confirmation page click e. The punch out item will now be added to your BearBuy cart. 11. At the top left of your screen is the cart name. Rename the cart to EXERCISE 1 + your initials. For example: EXERCISE 1 jb 12. Click the update button. You will now see the updated cart name on the top right corner. 13. Click on the Assign Cart button on the right side of the screen 14. In the pop up window, click on the link search for an assignee. a. In the User Search pop up window, enter trainreq and your number into the User Name field. b. Click the Search button. c. Click the [Select] to choose the correct user name. We will use this cart later. Use the Requisition Creator username (e.g. trainreq#) provided to you. 15. Click the Assign button 16. You will see a page that congratulates you and states that your cart was successfully assigned. Version 9.0 4/4/2013 Module 2 Page 19

20 Exercise 2 Note Specialty Approval section on prior page in your User Reference Guide Complete a Non Catalog form which requires special handling including EHS approval and Buyer Intervention. This exercise demonstrates the use of flags and the buyer intervention step to route workflow. We will Submit the Cart to the Org Node Requisition Creator. Step 1. Go to the Home page and access the Noncatalog Form in the middle of the screen under Frequently Used Forms. Notes 2. The Non Catalog Form is displayed. With Forms the general instructions are on the left hand side. Required fields are in bold. Help is available when you hover over any of the fields with a question mark you can click and get more information about the required field. 3. In the Supplier field, begin typing Roy and select Royal Cable Corp, Inc. 4. Complete the form including Item description nitrogen dioxide and Catalog no. as NITRO 6. The Supplier fulfillment address will automatically populate. You should complete as much information as you have available to you. If the vendor has multiple fulfillment addresses, you can change the default address by clicking select different fulfillment center link. 5. Enter the Qty of 3 and an Estimated Unit Price $250.00, per item. 6. Check the Hazardous Materials and EH&S Review flags. 7. Next, Click on the add attachment link under the heading Internal Attachments. Use the Classroom Demo documents on your desktop. In the classroom docs folder there are several example documents. 8. Enter Quote into the file name field. Click browse and then click on the attachment document. Click Save. Before attaching any document redact all privacy notice triggering data. Version 9.0 4/4/2013 Module 2 Page 20

21 Step 9. At the top of the form, from the Available Actions list select Add and go to Cart then click Go. Notes 10. In the Cart Name, rename the cart to EHS EXERCISE 2+ your initials. For example: EH&S EXERCISE 2 jb 11. Click the update button. 12. Click View Cart Details. a. Scroll down to the Internal Notes & Attachments, click on the edit button and check the Buyer Intervention Needed check box to route the order to a Buyer. b. Click Save. 13. Confirm that the Org Node has been set to PHYSI Org Node. The Internal Note field can be used to send a note to the Buyer. Org Node can be defaulted using Profile Management in BFS. 14. Click Submit at the top right of the page. 15. You will see a page that congratulates you and states that your cart was successfully submitted. Version 9.0 4/4/2013 Module 2 Page 21

22 Exercise 3 Complete an Independent Contractor and Consultant Form which includes attaching required documents. In this example, we will Assign the Cart to a Requisition Creator. Step 1. Go to the Home page and access the Independent Contractor and Consultant Form in the middle of the screen under Frequently Used Forms. 2. The Independent Contractor and Consulting Form is displayed. Notes With Forms the general instructions are on the left hand side. Required fields are in bold. Help is available when you hover over any of the fields with a question mark you can click and get more information about the required field. 3. Under Supplier Information, type in CAB and Select C.A. Briggs Company for Enter Supplier field. The Supplier address will automatically populate. If the vendor has multiple fulfillment addresses, you can change the default address by clicking select different fulfillment center link. 4. Complete the form by filling in the Requesting Department and the Project Information sections: a. Add a Contact Name b. Add a Phone number c. Click on the calendar buttons to add a Start Date and End Date. 5. Type in Brief Project Desc. System Integration Services as per scope of work. 6. Enter a unit price of Note that the quantity is A list of required internal and external attachments is shown. Click on the add attachment link under the Internal Attachments header This is an Amount based form. Use the Classroom Demo documents on your desktop. The Classroom Documents folder has several example documents. 8. When the pop up comes up, type in the Version 9.0 4/4/2013 Module 2 Page 22

23 Step file name SOW and browse to locate the file on your computer 9. You can change the file name using the File Name field for each form attached. When you are done adding attachments click Save. Notes If you do not type in a name of the file, the actual file name of the document will be defaulted here. 10. Go to the Available Actions at the top of the form and select Add and go to Cart. Then click Go to save the Form and add it to the Cart. 11. Update the Cart Name to EXERCISE 3+ your initials. For example: EXERCISE 3 jb 12. Click Update You will now see the updated cart name on the top right corner. 13. Click on the Assign Cart button on the top right side of the screen. 14. In the pop up window, click on the link search for an assignee. a. In the User Search pop up window, enter trainreq and your number into the User Name field. b. Click the Search button. c. Click the [Select] to choose the correct user name. Use the Requisition Creator username (e.g. trainreq#) provided to you. 15. Click on [Select] for the trainreq+your number, i.e. trainreq1 all lower case. 16. You can enter a Note to Assignee if needed. Click Assign. 16. You will see a page that congratulates you and states that your cart was successfully assigned. This cart is now listed in your My Drafts Assigned to Others on the carts tab. 17. Logout of the BearBuy training database at the top left hand side by the user name, so you can access the site as a Requisition Creator. Table 2 Exercise 2 Version 9.0 4/4/2013 Module 2 Page 23

24 Processing a Request: Exercise 4 Exercise 4: Completing a Payment Request Form Exercise 5: Retrieving an assigned cart Exercise 6: Retrieving a submitted cart Exercise 7: Editing and finalizing a Requisition Exercise 8: Using Document Search Complete a Payment Request Form for a utilities invoice payment. In this exercise, as Requisition Creator, you will prepare the Form, complete the necessary Requisition information and Submit it for Org Node Approval. IMPORTANT: Remember to redact privacy infringing information on attachments. Step 1. Login to BearBuy Training as a Requisition Creator. 2. Go to forms section in the middle of the home page and click on the Payment Request Form. Notes Use the Requisition Creator username (e.g. trainreq#) provided to you. You can also access forms by clicking on forms in the Go to: tab items in the top banner area on the Home/Shop page. With Forms the general instructions are on the left hand side. Required fields are in bold. 3. For Supplier/Payee Info, type Pacific as the supplier name then select PACIFIC GAS & ELECTRIC. 4. Go to the section Payment Request Items. If the desired Supplier/Payee is unknown or not found, select Supplier Not Found and then provide a suggested supplier in the appropriate field. 5. In the first Item field enter Research Station, Meter #2. Then, enter an amount of $250.00, and Qty of For Activity Type, select Other payments to a business from the options. 7. Enter Utilities payment for research station in the Internal Payment Note field. 8. Note the Required Documentation section highlighted in yellow. Make sure that all personally identifiable data like a Social Security number, has been completely Version 9.0 4/4/2013 Module 2 Page 24

25 Step 9. Attach required document(s) to the form, in this case the PG&E Invoice. Under the Internal Attachments header click on the add attachment link. 10. Type in the File Name PG&E Invoice and browse to attach the required documents to form, the PG&E invoice. 11. Go to the Payment and Handling Details section. Enter the Invoice Info including the Invoice Number and Invoice Date: a. Enter for Invoice Number b. Click on the calendar pop up and select 04/01/2013 for the Invoice Date 12. Scroll to the top of the form and from the Available Actions, select Add and go to Cart. Click Go. 13. The Form is added to the Cart. In Cart Name field, add PAYMENT REQUEST to the end of the cart name. 14. Click the Update button and then View Cart Details. Notes made unreadable. See the Data Privacy job aid. Use the Classroom Demo documents on your desktop. Browse to find the example, PG&E Utilities Invoice. Note: Remember that all documents containing Private information must be redacted before completing the form. If you do not enter a file name, BearBuy will display the file name. The Invoice Number and Invoice Date should match the Invoice that will be attached for backup. This action saves the form contents and adds it to the Cart Departments may determine a naming convention to help identify carts easily from the worklist. You will now see the updated cart name on the top right corner. 15. Under Requisition > Summary, go to the Shipping section. Click the Edit button. 16. From the Ship To popup, change the Shipping Address to Barrows Hall. Click the select from org address link 17. In the Nickname / Address Text field enter Barrows. Click Search. Since this is a Payment Request Form, no purchase order is going to be sent out and no shipping or delivery will be made. The Ship To address refers to the person or company to which the payment will be made. 18. From the Addresses list, select Barrows Hall, RM 110, and then click [select]. Version 9.0 4/4/2013 Module 2 Page 25

26 Step 19. The Ship To > Address Details are shown. Click the Save button to confirm. Notes 20. Under Requisition > Summary, click on the Billing tab, then in the Billing section for Bill To click the Edit button. 21. From the Bill To popup, notice that the default Billing Address is either empty or states Disbursements. Click the link select from other addresses and choose Disbursements from the drop down list. 22. The Bill To > Address Details are shown. Click the Save button to confirm. 23. Confirm that PHYSI is the Org Node on the Requisition>Summary tab. 24. Click the PR Approvals tab. You can change the workflow view orientation to Vertical or Horizontal using the pull down menu. 25. Submit the Cart into workflow by clicking the Submit button on the top right of the screen. Note that you may also see Capital Projects, Housing and Dining (RSSP) or Physical Plant, because they have their own Disbursements operations. The PR Approvals tab tells you where the cart and requisition are in the workflow process. Note: As a Req Creator you need to check to see that everything is completed before submitting. If anything is incomplete, it will route to the Req Creator worklist and you will be locked out of the transaction. Since you are acting as a Req Creator in this exercise, you can only Submit the form. You do not have the option as the Shopper does to Assign. Version 9.0 4/4/2013 Module 2 Page 26

27 Exercise 5 Retrieve an assigned cart and edit Requisition details. Add a chartstring split by Amount. Submit the Requisition into workflow. Step 1. Click carts > Draft carts on the navigation bar. 2. Go to My Drafts Assigned to Me and locate the cart labeled Exercise1. 3. Click on the Shopping Cart Name to open the Assigned Cart. Notes Pick the Requisition from the Shopper assigned to you (e.g. trainshop#). Assigned carts will show up in the assignees draft carts. Submitted carts will show up in the worklist of the Req Creator. 4. Click on View Cart Details, then click on the Requisition > Shipping Tab 5. Scroll down to the Final Destination Code. Click on the Edit Button next to the Final Destination Code. Then click on Select from all values link. 6. On the pop up window, select 1794O Fulton St. from the list. In BearBuy Production there is a more complete list of Final Destination Codes. 7. Once the address is selected, click Save to confirm. 8. Click on the Accounting Codes tab. Notice that the Accounting Code (chartstring) is already set at the Requisition Header level. 9. Scroll down to the Fisher Scientific > line items with a Product Description Wire, Electrical, Copper to change the accounting code at the line level. Click Edit. 10. In the top right of the Accounting Codes popup click the Add Split link. When you edit the Accounting Code the window will require you to scroll left and right when working on these fields. Version 9.0 4/4/2013 Module 2 Page 27

28 Step 11. In the top right corner of Accounting Codes, select Amount of Price in the down menu. a. For the first split enter 100 b. For the second split enter c. Then click recalculate / validate values. 12. In the first Accounting Code line, enter: d. Account: e. SpeedType: none f. Fund: g. Department: h. Program Code: 40 i. Chartfield 1: delete 13. In the second Accounting Code line, enter: a. Account: b. SpeedType: none c. Fund: d. Department: e. Program Code: 40 f. Chartfield 1: delete Notes You can also use the Tab key and Shift+Tab to go right and left through the fields. If you get an error here, make sure that the split line amounts equal the line subtotal. The Accounting Code values are case sensitive. Enter in the values always in the exact case, usually upper case, as they are in BFS. none is an actual value, enter or select none. none is an actual value, enter or select none. 14. Click the Save button. 15. Next make the Wire line item tax exempt since it is being paid by a Federal Fund. Go to the Requisition > Summary Tab, and scroll down to Supplier / Line Item Details. 16. Scroll down to the Fisher Scientific > line items with a Product Description Wire, Electrical, Copper. Click the Edit button. The symbol indicates the item is Taxable. The symbol indicates that the item is not taxable Then uncheck the Taxable checkbox. 17. Click Save and the Requisition is updated. 18. Submit the Requisition into workflow by clicking Submit on the top right of the page. The Congratulations page appears. 19. Next to the Requisition Number, click the view link The Requisition is now complete. Note that the box farthest to the right titled Create PO has a green checkmark noting that the workflow is complete and a PO has been Version 9.0 4/4/2013 Module 2 Page 28

29 Step Click on the link for the Requisition and then click on the PR Approvals tab. Notes created. Version 9.0 4/4/2013 Module 2 Page 29

30 Exercise 6 Retrieve a submitted Requisition from the worklist. Assign the Requisition to yourself. Approve the Requisition. Step 1. Go to the BearBuy home page. Click on the Worklist Tab. 2. Click expand all in order to see the transaction details within each folder. Notes Use the Requisition Creator username (e.g. trainreq#) provided to you. Worklist folders may be shared by a number of users within a specific workflow approval step (i.e. Org Node PR Creator, Org Node Approver, etc). Folders will include both Assigned and Unassigned transactions. 3. Filter to search for Unassigned transactions. Click the Not Assigned link under the 'State' Filter option 4. Under 'Prepared By' click on the[more] link 5. Select the Train shopper associated to your log in information. Note: Filters can be used to select transactions based on department business process. E.g. trainreq 1 would select Prepared by Train Shop 1 etc. 6. Find the Requisition from your Shopper with the Cart Name ending with EHS EXERCISE 2 + your initials. 7. Click the Requisition Number link. 8. Select Assign to Myself under the Available Actions. Click Go. If we were to go back to the Worklist, you would now find the requisition under the My PR Approvals tab 9. From the Available Actions drop downchoose Approve/Complete Step, and then click the Go button. 10. Click on the Requisition outbox tab so you can see the requisition you just approved. Version 9.0 4/4/2013 Module 2 Page 30

31 Exercise 7 We will be editing the Independent Contractor and Consultant form we created in Exercise 3 and submitting it. This exercise emphasizes the Requisition Creator s responsibilities for ensuring that forms requiring additional documents are properly completed prior to approval. Step Notes 1. Click on the Home Page and navigate to the carts > draft carts > Drafts Assigned to Me, open the assigned cart with a Cart Name ending with EXERCISE 3 + your initials. 2. Click on the Shopping Cart Name. 3. Click View Cart Details button to review the order description, notes and comments and chartstring(s) for the cart. 4. Scroll down to locate the Independent Consulting form. Open the form by clicking on the name of the form or the small icon next to it. a. Review the form information and instructions. b. Recognize that there are some documents attached, but these are not sufficient. Confirm the contents under the External and Internal Attachments. 5. Remove the Statement of Work as an Internal Attachment by clicking Remove. The SOW should be an External attachment but is currently an Internal attachment. This exercise will correct this mistake. Prior to removing any document from a form, ensure that you have a saved copy, or first save it so that it will be available later. 6. Under External Attachments, click Add Attachment. Browse, find, and name the document from the classroom documents for the Statement of Work. 7. As a Requisition Creator your responsibility is to ensure all required documents are attached under the correct sections. a. The Form also requires the following under Internal Attachments: b. Selection Justification c. Pre Hire Worksheet You must attach a document to clear the error message stating that you must add documentation. Make sure to include the needed docs or the Requisition will be delayed and may be sent back to the Requisition Creator for re work. Version 9.0 4/4/2013 Module 2 Page 31

32 Step d. Conflict of Interest e. Insurance Certificate 8. Update the Form by adding the necessary documents listed above with identifiable names. Notes Use the Classroom Demo documents on your desktop. The Classroom Documents folder has several example documents that can be used for this exercise. 9. Once you have verified and confirmed that all of the documents are in place, scroll up to Available Actions and select Save, click the Go button, and then click the Close button. Review the Requisition > Summary page details. 10. Submit Cart into Workflow by clicking on the Submit Button at the top right of the page. Because the Requisition is complete, and the Form required Org Node Approval, the workflow is active and now requires Org Node Approval. 11. The Congratulations page appears and lists the Requisition Number. Next to the Requisition Number, click the view link 12. Click on the PR Approvals Tab to see the Requisition Workflow status. Version 9.0 4/4/2013 Module 2 Page 32

33 Exercise 8 Use Document search to create a simple search interface where you can search for the following terms across all document types and receive all related requisitions, purchase orders and invoices (vouchers) in the search results, such as: requisition number requisition name purchase order number catalog number (SKU) product description supplier name contract number supplier invoice number voucher (invoice) number receipt number for related PO receipt packing slip number for related PO receipt tracking number for related PO receipt name for related PO You will search for a Requisition and retrieve results including the PO and related Vouchers. Step 1. Go to the navigation bar and click the Document Search Tab. Notes 2. The Document Search page is shown. Use the simple search page. 3. Make sure that in the drop down menu, All Document has been selected 4. In the Search field enter a PO number of BB There is an option to do an advanced search also. Use PO# BB Click the Go button. Notice the different types of documents for which you can search. 6. Note the search results that are shown, the Notice that the search results show all Requisition, Purchase Order and all associated documents referencing the PO#, not Invoices (Vouchers) are listed. just the individual PO#. 7. Notice that the PO amount is different that the Requisition Amount. 8. All searches can be filtered and narrowed by a variety of filters on the left hand side of your results. To restrict this Search to just Purchase Orders, find the Refine Search Results header and choose the filter, then click By Type > Purchase Order. By clicking on the Plus sign next to the filter symbol you can see all items in that category. 9. Now, PO# BB is shown and the search results display more information relevant to the Purchase Order, such as Settlement Status. Version 9.0 4/4/2013 Module 2 Page 33

34 Step 10. Click PO BB , the PO Summary Tab is shown. Notes 11. Notice that the PO Reference No. is BB Revision 1, meaning that the PO has been revised. 12. Click Return to Search Results to go back to the search results page. 13. Click start new search to begin a new Document Search. Version 9.0 4/4/2013 Module 2 Page 34

35 2.5 Training and Support Training Resources The BearBuy Training site is the source for the most up to date materials for your role. More Training Resources are available for you at BearBuy Training. (learn more) User Productivity Kits review the UPK for your Role (learn more) Job Aids/Quick Reference Guides (learn more) Recorded Presentation (learn more) Instructor led Training (learn more) BearBuy YouTube Channel Please visit the BearBuy Procurement YouTube channel for Demos and Webinar updates. Support Contact BearBuy User Support: (510) , extension #5, and then option #1. Version 9.0 4/4/2013 Module 2 Page 35